Child registration & record

What you need to know

The plain-English guidance that comes with this document.

• This is the record that keeps a child safe — and it's an EYFS must. The Early Years Foundation Stage requires you to hold specific information about each child, including emergency contacts and who has parental responsibility. Get it at enrolment, and — the bit people forget — keep it current: contacts and health details change.
• Collection is a safeguarding matter, not admin. Be clear who may collect the child, use a password for anyone unexpected, and never release a child to someone not authorised. This is exactly the sort of thing an inspector and a worried parent both care about.
• Allergies and medical needs: get the detail, and the plan. Don't just note "nut allergy" — record what happens and what to do (and where any emergency medication is). For anything serious, get a care plan from the parent/GP. Safer eating is a current EYFS focus for good reason.
• Permissions must be real choices, and revisitable. Consent to photos, outings, sun cream and emergency treatment should be ticked by the parent, not assumed, and they can change their mind. Keep photos off social media unless you've specific, separate consent.
• Children's data is highly sensitive — lock it down. This is special-category personal data about a child. Store it securely, share only with those who need it, and keep it only as long as required. Your privacy notice explains this to parents.
• Professionally structured starting point — tailor and sign off. A manager/childminder adapts this to your setting and the current EYFS and signs it; it's not "compliant out of the box".
• England-led; check your nation. EYFS applies in England (Ofsted). Wales (CIW), Scotland (Care Inspectorate) and Northern Ireland have their own frameworks and registration — check yours.